FY 2013 Housing Counseling Grant Application

February 14, 2013

Presented by: Staff of the Office of Housing Counseling

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• Our Presenters today are:– Brian Siebenlist– William McKee– Ashley McAskill– Anita Olson– Stuart Mindes– Stephanie Williams– Kim Jakeway– Virginia Holman

• First NOFA issued by the Office of Housing Counseling.• Over the summer “success teams” of stakeholders met

to discuss ways to improve the grant application • Changes made to application based on that feedback– To reduce the time and cost of preparing an

application– To have more quantitative responses and less

narratives.– To reward high capacity/high impact agencies– To encourage networks of agencies.

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What we will Discuss• During today’s webinar, we will discuss– Changes to the application process including the

use of new charts– Funding methodologies– The Rating Factors– Submission requirements and other technical

issues• If you have questions, send them to

housing.counseling@hud.gov

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• Format is different – so pay close attention to the new requirements– Charts are now a major component– The charts are included in the zip folder labeled

“Download Application Instructions” in an Excel document titled “HUD 9906 Housing Counseling Charts.xlsx”.

• This Presentation and FAQs will be posted at www.hud.gov/housingcounseling

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MAJOR CHANGES• The Consolidated Contractor Registration

(CCR) has been replaced by a government wide System for Award Management (SAM)– Make sure than your SAM registration has not

expired– For new agencies, make sure you have registered– Make sure that you are authorized to submit the

application– Go to www.sam.gov for more information

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MAJOR CHANGES

• Encouraging Networks of Counseling Agencies– Increased support to State Housing Finance

Agencies and Intermediaries which manage sub-grantees/funded branches

– To encourage Local Housing Counseling Agencies to form partnerships with them

– Amount of grants to State Housing Finance Agencies and Intermediaries will depend in part on number of sub-grantees/funded branches the applicant proposes to fund

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MAJOR CHANGES

• Simplified Reponses– To reduce the amount of time to prepare and

score applications• Reduced emphasis on narrative responses• Increased emphasis on quantitative responses

– There are a series of charts in EXCEL for responding to some of the NOFA Rating Factors.

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MAJOR CHANGES• Supplemental funding for HECM counseling

eliminated– Such counseling is still an eligible activity

• No logic model• IMPORTANT – applicants will not– request a specific award amount – provide a proposed budget.

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AWARD INFORMATION• Partial funding has been provided by Congress

– $19,500,000 expected under the Continuing Resolution.– This amount is subject to change based on the final appropriation from

Congress• HUD reserves the right to award more or less than this amount, in

one or more phases.• The award is for a 12-month period, assumed to be October 1,

2012 to September 30, 2013 (FY2013)

• IMPORTANT – – Applicants should NOT provide a specific award amount

requested– Applicants should NOT provide a proposed budget.

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AWARD METHODOLGY

• To provide increased support to applicants that manage networks.

• The Total Award may be based on:– Base award– Possible additional funding to support networks– Competitive Funding Amount (if funds are

available)

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Base Awards• Amounts stated in the NOFA were based on FY12

appropriations. The actual Base Awards for this FY13 NOFA are subject to change.

• There will be a Base Award for each Local Housing Counseling Agency that applies directly.

• The Total Base Award for Intermediaries, State Housing Finance Agencies and Multi State Organizations will be– The Base Award for each sub-grantee or funded branch not directly

approved by HUD PLUS– The Base Award for each HUD approved Local Housing Counseling

Agency to which they sub-grant– Grantees will determine the actual funding amounts to be distributed

to sub-grantees or funded branches.

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Networks/Competitive Funding

• Funding to Provide Support to a Network– For Intermediaries, State Housing Finance

Agencies or Multi State Organizations.• Competitive Funding Amount– Percentage of highest scorers may receive

incentive funding.

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“Double Dipping”• Applicants are prohibited from accessing grant funds from

multiple sources.– Can’t be both a direct grantee and sub-grantee

• Exceptions which can be found in the NOFA under “Limits on Applicants”– Grantee with HUD HECM Roster Counselors that is awarded

Comprehensive Funds indirectly from a State Housing Finance Agency or Intermediary AND Grantee receives a single additional sub-grant for reverse mortgage counseling from an Intermediary that provides reverse mortgage counseling exclusively.

– Grantee received grant funds AND a single additional sub-grant for default counseling from an Intermediary that provides default counseling exclusively

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REVIEW AND SELECTION PROCESS

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THRESHOLD & ELIGIBLITY REQUIREMENTS

• Threshold requirements are outlined in the FY 2013 General Section

• Eligibility Requirements are outlined in the NOFA– All housing counseling agencies directly approved by

HUD as well as State Housing Finance Agencies are eligible.

– An agency that has not been approved but meets the qualifications for approval may affiliate with an State Housing Finance Agencies or Intermediary.

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ELIGIBLE ACTIVITIES

• Agencies will be reimbursed only for the following activities which are fully described in the NOFA:

• Individual Housing Counseling• Group Education/classes • Fair Housing • Marketing and Outreach Initiatives

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MORE ELIGIBLE ACTIVITIES

• Training• Quality Assurance• Computer Equipment and Systems• Network Management Costs• Capacity Building• Scam Awareness, Identification and Reporting

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OTHER PROGRAM/GRANT AGREEMENT REQUIRMENTS

• The NOFA outlines these requirements.• We want to emphasize

– Documentation of Expenses: Grantees and sub-grantees must maintain source documentation of costs.

– Succession Plans: Grantees will have to execute a succession plan to ensure continuity of operations.

– Personnel Activity Reports: Distribution of wages and salaries must be supported by Personnel Activity Reports

– Home Inspections Materials: Grantees must provide home inspection materials to pre-purchase/homebuyer education clients.

• The NOFA has the “Application Checklist” for the required forms, certifications and assurances

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APPLICATION PROCESS

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New! More Charts, Less Narrative

• Simplification of the NOFA process resulted in using Charts in EXCEL to summarize data. The amount of narratives is reduced.

• The grant application download in www.grants.gov includes two sets of zip folders – one labeled “Download Application Instructions” and another labeled “Download Application Package.” The charts are included in the zip folder labeled “Download Application Instructions” in an Excel document titled “HUD 9906 Housing Counseling Charts.xlsx”.

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• There is a Summary Table on Page 16 of the NOFA which gives the points for each Rating Factor along with which charts and columns need to filled out and when a narrative is required. It also list the appropriate pages in the NOFA. THIS IS AN IMPORTANT TOOL.

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BONUS POINTS 2 CHART SEPARATE NARRATIVE

Preferred Sustainable Communities Status 2 Chart A,Columns B-D

N/A

RATING FACTOR

POINTS

CHART

SEPARATE NARRATIVE

Rating Factor 1. Capacity of the Applicant 33

Sub-factor 1 Capacity 18 Chart A,Columns B-C, E-M

N/A

Sub-factor 2 Performance Reviews/Compliance

7 N/A N/A

Sub-factor 3 Measuring Client Satisfaction

8 Chart AColumns B-C, E-G, O-R

Only if “x” entered in Column Q on Chart A (See Page 18 of NOFA)

Rating Factor 2. Need/ Departmental Policy Priorities

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Sub-factor 1 Needs 8 Chart AColumns B-C, E-G, S-U

Sub-factor 1d.(See Page 19 of NOFA)

Chart FColumns A-C

Sub-factor 2 Departmental Policy Priorities

4 For Sub-factor 2 (b), Chart FColumns F-G

Sub-factors 2 a, c, d and e. (See pages 19-22 of NOFA)

Rating Factor 3. Soundness of Approach/ Scope of Housing Counseling Services

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Look for the entire Summary Table onPage 16

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List of Charts

• Chart A – Applicant Characteristics - Rating Factors 1, 2, 3, and 5

• Chart B – Services and Modes – Rating Factor 3, Sub-factor 2(A)

• Chart C – Other HUD Programs – Rating Factor 3, Sub-factor 3(B)

• Chart D – Leveraging – Rating Factor 4• Chart E – Budget – Rating Factor 3, Sub-factor 1(B)• Chart F – Affirmatively Furthering Fair Housing –

Rating Factors 2 and 3

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General Instructions for Charts

• Make sure that Applicant’s Name is on each Chart, either in the columns or as a header as required.

• Put an X for YES in the correct column• A few columns will ask for a brief narrative to

be added to the specific column.

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RATING FACTORS

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Bonus Points – Preferred Sustainable Communities Status

• 2 points• See Section V of General Section• Chart A – Columns B-D• Get certificate from POC for designated community

or HUD Regional Administrator using form HUD 2995– For applicant and each sub-grantee indicated with an X

in Column D– Applicants must obtain copies of the HUD 2995

• No narrative

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Bonus Points - Chart A - Preferred Sustainable Communities Status

- Chart A -

An X meansYes

A B C D

Name of Applicant, Sub-grantees and/or Branches

Applicant proposes to Fund With this NOFA Location City/State

Preferred Sustainable Communities

ApplicantEXAMPLE: ABC Intermediary Alexandria, VA x

Sub-grantees or Branches (if applicable)

Housing Affiliate Erie, PA x

Housing Resources Alamosa, CO

TOTAL 2

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Rating Factor 1: CAPACITY OF APPLICANT

• 33 points• To evaluate the readiness and ability of the

Applicant and sub-grantees to immediately begin and to successfully implement the proposed work plan described in Rating Factor 3.

AND• To evaluate how adjustments to the work plan

were managed.

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Rating Factor 1: Sub-factor 1: Capacity

• 18 points• Capacity to implement proposed activities in a

timely and effective manner AND• A higher score to applicants with greater capacity• Complete Chart A - Column H through Column M • Applicants with sub-grantees must complete each

column for each sub-grantee

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• Column H: Housing Counseling Related Training– Place an X (for each applicant, sub-grantees or

funded branches) if 50% or more of counselors received housing counseling related training within the past 2 years (not counting on-the-job training)

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Place an X in the column if the applicant, sub-grantees or branches has a requirement for:• Column I: Testing/certification of counselors • Column J: Offer alternate modes of counseling, e.g.

phone, internet, etc.• Column K: Adopted National Standards prior to the

NOFA publication date• Column L: Services are available in multiple languages• Column M: Services are offered in formats accessible to

persons with disabilities.

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Chart A- Applicant CharacteristicsRating Factor 1-1 Capacity

E F G H I J K L M

Branch

Sub-grantee

Sub-grantee that is HUD-approved LHCA

Formal Housing

Counseling Training

Require Testing/Certification for Counselors

Alternate Mode(s) of Counseling

Adopt National

Industry

Standard

s

Counseling

Services

available in Multi

ple Languages

Alternate

Formats

Accessible

to Perso

ns with

Disabilities

x x

x x x x x

x x x x x

0 2 1 0 2 1 1 2 3

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Rating Factor 1: Sub-factor 2 Performance Reviews/Compliance

• 7 points• HUD will use its own records to score this

factor• There is no chart to complete• No narrative is required.

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Rating Factor 1: Sub-factor 3: Measuring Client Satisfaction

• 8 points• Applicants that use a variety of methods and

techniques to measure customer satisfactions will be awarded a higher score.

• For the period of October 1, 2011 through September 30, 2012 (FY2012)

• Complete Chart A: Columns N through R

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Indicate the Yes answers with an X in the appropriate row/column.Did the agency and proposed sub-grantees or branches?– Column N: Issue exit survey at end of counseling– Column O: Issue follow-up surveys 6 months or

more after end of counseling– Column P: Conduct any other type of follow-up 6

months or more after counseling was completed– Column Q: Use any other methods to measure

satisfaction– Column R: Use results of customer service methods to

make adjustments to services.

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• If an X was entered in Column Q ,– the applicant must provide a list of those other

methods to measure satisfaction.– Intermediaries, State Housing Finance Agencies or

Multi State Organizations must provide in the narrative section at least three (3) specific examples of other methods used by sub-grantees or branches.

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Chart A: Rating Factor 1: Sub-factor 3: Measuring Client Satisfaction

N O P Q R S

Clie

nt E

xit S

urve

ys

Clie

nt S

urve

ys 6

or M

onth

s La

ter

Post

Cou

nsel

ing

Follo

w-u

p 6/

Mor

e M

onth

sO

ther

Use

d Cl

ient

Sur

vey

Resu

lts to

Mak

e A

djus

tmen

tsSe

rves

Rur

al C

omm

unity

E F G H

Bran

ch

Sub-

gran

tee

Sub-

gran

tee

that

is H

UD

-app

rove

d LH

CA

Hou

sing

Cou

nsel

ing

Rela

ted

Trai

ning

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Rating Factor 2: NEED or DEPARTMENTAL POLICY PRIORITIES

• 12 points• Address the the specific topics identified in the

Rating Factor. A narrative describing the general need for housing counseling services is not required.

• Describe the degree to which the Applicant’s Work Plan substantively address HUD’s policy priorities.

• Complete Chart A, Columns S through U• Provide a Narrative for Sub-factor 1d• Complete Chart F, Columns A-C and Columns F-G

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Rating Factor 2: Sub-factor 1: Needs

• 8 points• Chart A: Indicate the following about the area(s) to be served by

putting an X for Yes– Column S: Serves Rural Communities – Column T: No internet access for rural area served– Column U: Geographically isolated housing counseling agency

• For persons with disabilities and for persons with LEP– Briefly describe in narrative the housing counseling activities

relevant to these populations and how meaningful program access is provided to both persons with disabilities and LEP. For maximum points,both populations must be addressed in the narrative.

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• Chart F: Impediments to Fair Housing Choice– Complete Column A: Jurisdiction– Complete Column B: Brief descriptions of the

impediments for each jurisdiction or service area identified in Column A

– Complete Column C: Identify the applicable state or local consolidated plan or other information sources on impediments.

– Narratives are put in the columns on Chart F

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Charts A and F: Rating Factor 2: Sub-factor 1: Needs

Chart A Chart FS T U V

Serv

es R

ural

Com

mun

ity

No

Inte

rnet

Acc

ess

Geo

grap

hica

lly Is

olat

ed A

genc

yIn

How

Man

y St

ates

Are

you

r Ser

vice

s A

vaila

ble

Rating Factor 2 Rating Factor 3

(A) (B) (C) (D)

Jurisdiction/ Service Area

Brief description of impediments to fair housing

choice in the jurisdiction/service area identified in Column A

Information Source for Impediments identified

in Column B (e.g. applicable state or local Consolidated Plan and

Analysis of Impediments to Fair Housing Choice)

Brief description of an activity that addresses an

impediment to fair housing choice identified

in Column B

Rating Factor 2, Sub-Factor 1(c) Rating Factor 3, Sub-Factor 2(c)

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Rating Factor 2: Sub-factor 2: Departmental Policy Priorities

• 4 points maximum– 2 points for each priority– Applicant may address as many priorities as they want but

will only receive the maximum of 4 points• Chart F: Columns F-G Sub-factor 2(b) (AFFH Priority) • Narrative (limited to 500 words per priority)

– Describe how the work plan substantially addresses a policy priority.

– Applicants managing a network must show that 1/3 or more of sub-grantees and branches meet the criteria and must provide at least 3 specific examples.

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Rating Factor 2: Sub-factor 2: Departmental Policy Priorities

• Review the full descriptions of the Policy Priorities found in the General Section (Appendix B). They are:– Sustainability– Affirmatively Furthering Fair Housing (AFFH)– Capacity Building and Knowledge Sharing– Using Housing as a Platform for Improving Other Outcomes– Expand Cross-cutting Policy Knowledge

• Applicants choosing to address the AFFH Priority must identify an activity in addition to the one identified in Rating Factor 3 (2)(c).

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Chart F: Rating Factor 2: Sub-factor 2: Departmental Policy Priorities

• Chart F Rating Factor 2, Sub-Factor 2(b)

(F) (G)

Brief description of an additional activity that

addresses an impediment to fair housing choice

identified in Column B. (Applicants that manage a

network of sub-grantees/branches must also indicate that at least 1/3 of its network meets

the criteria and provide at least 3 relevant specific

examples

Brief description of how Applicant will measure

outcomes related to the activity proposed in

Column F.

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Rating Factor 3: SOUNDNESS OF APPROACH and SCOPE OF HOUSING COUNSELING SERVICES

• 39 points• The quality and effectiveness of Applicant’s

past and proposed housing counseling activities.

• Evaluate past impact of services, complexity of proposed work plan and degree of coordination with other organizations and programs.

• Charts A, B, C, E and F

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Rating Factor 3: Sub-factor 1: Past Performance

• 18 points• For the period October 1, 2011 through

September 30, 2012• 1(a) Impact: HUD will use the 9902• 1(b) Budget: document budget that

corresponds to the 9902 for FY12– Chart E: Budget– Narrative, if applicable

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Rating Factor 3: Sub-factor 2: Projected Performance-Work Plan

• 16 points• Proposed housing counseling services and

other activities that will be performed from October 1, 2012 through September 30, 2013

• Higher scores for– Greater variety of services and delivery modes– Comprehensive plans for oversight– Affirmatively furthering fair housing

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• 2(a): Counseling and Education Services – the reach and complexity of proposed services– Chart A: Column V: Service Area (number of

states)– Chart A: Column W: % of award to be sub-

allocated – Chart B: Services and Modes• Complete for each service listed

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• 2(b): Oversight Activities– Provide brief narrative describing oversight activities– Intermediaries, State Housing Finance Agencies and

Multi State Organizations that sub-allocate must describe network management activities, including training, monitoring, justification of disbursements and selection process

– Local Housing Counseling Agencies must describe process for requesting and justifying disbursements.

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• 2(c): Affirmatively Further Fair Housing– Chart F: Columns D and E: describe at least one

activity that addresses an impediment and how the outcomes will be measures.

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RF 3: Sub-factor 3: Coordination

• 5 points• 3(a): Housing Counseling-related

networks/collaboratives: Applicants will be rewarded for active participation.– Chart A: Column X: name of network

• 3(b): Complementing Other HUD Programs– Chart C: Indicate the HUD programs for which the

Applicant provided Housing Counseling services from October 1,2011 through September 30, 2012

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Rating Factor 4: LEVERAGING RESOURCES

• 4 points– Points will be awarded based on amount of leveraged funds

• Additional non-Federal funds include grants, fees, in-kind contributions

• Do not count funds from federal sources– Attorneys General Mortgage Settlement funds are not federal

and can be counted.• Fee income can be counted• Available from October 1, 2012 though September 31,

2013 (FY2013)• Evidence of the funds must be maintained.

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• Chart D: Leveraging – Provide an itemized list of all leveraged funds for the

applicant and proposed sub-grantees for FY2013– Column C: Name of Organization providing funds– Column D: Type of Contribution– Column E: Time period funds are available– Column F: Use of funds– Column G: Amount of funds

• There is no narrative

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• Chart DA B C D E F G

Names of Applicant, Sub-grantees/Branch

Offices Proposed to be Funded

Organization Providing Leveraged Funds/In-kind Contributions

(include fees/program income) and Point of

Contact

Type of Contribution

(Cash, In-kind, fees)

Time Period Funds are Available Use of Funds Amount of Funds

ApplicantExample: ABC Intermediary ABC Intermediary Fees 10/1/12 - 9/30/13

Homebuyer Education & Pre-purchase & Counseling $ 50,000

Sub-grantees or Branches

(if applicable)

Housing Affiliate

Jane Dough Foundation/ John Dough (719) 222-3232 Cash 1/1/13 - 1/1/14 Default Counseling $ 10,000

Housing Affiliate

Chase Bank Foundation/ Sally Clams (719) 224-7676 Cash 10/1/12 - 9/30/12

Hsg Counseling Education Program $ 7,500

Housing Resources

City of Siever/ Pat Culver (719) 236-4565 Cash 1/1/13 - 8/31/13 Reverse Mortgage Counseling $ 12,000

Housing ResourcesABC Legal Services/ Suzy Council (719) 236-4444 In-kind 10/1/12 - 9/30/13

Hsg Cnslg -- FC Mediation Consulting $ 5,000

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Rating Factor 5: ACHIEVING RESULTS AND PROGRAM EVALUATION

• 12 points• To ensure that Applicants meet the

commitments made in the application• Applicants must indicate how they evaluate

program success.• Applicants who use a variety of methods to

evaluate performance will get higher points.

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Rating Factor 5: Sub-factor 1: Components of Evaluation

• 10 points• Complete Chart A: Columns Y through AH list

components of evaluation • If the answer to AH: Other Methods of Evaluation

is yes (x), the Applicant must list or briefly describe the other methods to be used.– Intermediaries, State Housing Finance Agencies and

Multi State Organizations must list at least 3 examples

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Chart A: Rating Factor 5: Sub-factor 1: Components of Evaluation

• Chart A Rating Factor 5Y Z AA AB AC AD AE AF AG AH

Board Review

Publishes Performance Dat

a

Link to

Published

Performan

ce Data,

if Availa

ble Onlin

e

Name of

CMS

Uses CMS to Generate

Reports

Use CMS

to Recor

d Notes, Action Plan,

Financial

Analysis and Follow

-up

Uses

CMS to Track

Grants

Performs

Quality

Control Review of CMS

Data

Pulled Credit Reports 6 or

More

Months

Other Methods of

Evaluation

x www.abcint.org/public

HCO x

x HCO x x x

x www.housingresources.org/data

CMAX x x x x x

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RF Rating Factor 5: Sub-factor 2: Transition or Succession Plan

• 2 points• Applicants must provide a plan to ensure

continuity for services in the event that the applicant becomes ineligible

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GRANTS.GOVFinding the Application and Submitting It

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• The FY13 NOFA can be found at www.hud.gov/housingcounseling and at www.grants.gov

• Be sure to read both documents– The General Section has important information on

the submission process and other details. – The Program Section gives specific information on

the application

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• Go to www.grants.gov/Applicants/apply_for_grants.jsp to download the application itself

– Funding Opportunity Number 2502-0261– Catalog of Federal Domestic Assistance #:

14.169 Housing Counseling Assistance Program.

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FIRST - BE SURE TO CHECK YOUR REGISTRATION WITH SAM

(FORMERLY CCR)• Before you start your application, make sure that the SAM

registration for your agency is current.• If not your application will be rejected.• Verify that you have access to your record and that the

registration will not expire before the application deadline.• Make sure that the agency is authorized to SUBMIT, not

just registered to submit• Verify that you know the user name and password. • Have more than one person authorized to the submit the

application.

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• There have been some changes in the process so carefully read the registration information on Grants.gov.

• Also go to www.sam.gov for information and registration.

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• You will submit the applications at grants.gov• The application is due on March 18, 2013• Must be received by Grants.gov by 11:59:59

Eastern Time on March 18, 2012• Submit the application 2-3 days in advance of

deadline to ensure that grants.gov has accepted it.

• Watch email often to make sure application was validated or rejected.• Make sure that grants.gov has a valid

email for you.

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SUBMISSION INFORMATION

• The General Section provides critical details on the format and submission process. Read section IV: APPLICATION AND SUBMISSION INFORMATION.

• Your submission must use WORD 2007 (or earlier), EXCEL 2007 (or earlier) and Adobe (.pdf) that is compatible with Adobe Reader 9.4– Do not use Adobe Reader 11 as using it will create an error that

rejects your application.• Narrative Portions of response to Rating Factors must not exceed 25

double-spaced, 12 point font, single sided pages.• The pages must be numbered with a header indicating the applicant

name and Rating Factor (number and title).• File names cannot be longer than 50 characters and cannot contain

any special characters.

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FOR ASSISTANCE

• Contact your representative for general information on the NOFA. Do not ask about your application specifically.

• Contact grants.gov regarding issues/problems with technology.

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FOR HELP

• Technical Assistance/Customer Services for Grants.Gov– 800-518-GRANTS– support@grants.gov– Available 24/7

• Be sure to keep copies of any emails that you send to grants.gov regarding submission problems.– If you need to appeal a late submission, those

communications are critical to support your appeal.

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TIPS FOR SUCCESS• Read the General Section and the NOFA very carefully.• Follow all of the instructions

– Use the correct software and file names• Understand the charts, how to fill them out and how to submit

them.• Answer all of the questions but don’t provide information that

was not requested.• Make sure that all the pages are numbered and named• Do not ask for a specific grant amount or provide a budget for

FY2013• SUBMIT EARLY and watch for emails accepting or rejecting your

application.

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We look forward to working with all successful applicants to provide outstanding housing

counseling services.